Records-Related Links

Managing Vital Records

What are vital records?

Simple definition:
VITAL RECORDS: Records or documents, for legal, regulatory, or operational reasons, cannot be irretrievably lost or damaged without materially impairing the organization's ability to conduct business.

Detailed definition:
There are two categories of vital records. These are:

Rights and interest records. Records essential to the protection
of the legal and financial rights of an organization and of the individuals
directly affected by the organization's activities:

Accounts-receivable records

Social security records

Payroll records

Retirement records

Insurance records

Any records relating to contracts, entitlement, leases, or obligations whose loss would pose a significant risk to the legal and financial rights of the Federal Government or persons directly affected by its actions

System documentation for any electronic information systems designated as records needed to protect rights

Emergency operating records. Records essential to the continued
functioning of an organization during emergency response activities and
after an emergency to ensure the continuation of the organization